Audience Analysis due 2/20/2017 at 10am Eastern Time
Writing Process Analysis Worksheet
What is the situation that has motivated the writer at this point in time? Is the specific writing task addressed?
How will the audience initially react to the message? How important will the audience think this message is? What should the audience know, believed, or do as a result of reading this document? How is the objective made clear to the reader?
(a) Who is (are) the audience(s) for this document? (Identify primary, secondary, and phantom audiences. Phantom audiences (those lurking that you may not initially anticipate—e.g., audience friends and family members, an employee 3 years down the road who runs across the document in a file, auditors, attorneys). Be as specific as possible.)
(b) What characteristics of these audiences are relevant to this particular message? How do the characteristics of the various audiences differ? (Think about things that may affect their response to the message as such job position, location, age, gender, level of understanding of the topic, and level of interest in the topic.)
(c) Is the document appropriate for the intended audience? Has the writer made an effort to show what the reader can gain (or lose)? What does the audience need to know and what is already known?
(a) What obstacles must the writer overcome? What objection(s) can the writer expect reader(s) to have? What negative elements of the message must be de-emphasize or overcome? Is the audience opposed to the message? Will it be easy for the audience to do what is being asked?
(b) Does the document provide a strong argument and sufficient use of evidence? Are the sources (if relevant) credible and adequate to persuade the audience?
(a) What is the arrangement of arguments (e.g., inductive vs. deductive, chronological, descriptive, facts vs. analysis) and are they appropriate to meet the intended objectives? Are the ideas organized logically? Does the document have effective opening and closing statements? Is a follow-up step (if needed) included?
(b) How much information does the audience need? What information must the message include? How much does the audience already know about this subject? Does the audience’s knowledge need to be updated? What questions will the audiences have that should be answered? What aspects of the subject does the audience need to be aware of to appreciate the points being made? How much detail is needed?
(a) How will the audiences use the communication? Under what physical conditions? Will it be read in detail, skimmed, used as a reference, potentially used as the basis for a lawsuit, filed? Will it be read on-screen? On paper? Potentially both?
(b) Is the document design appropriate for the task, the objectives, and the audience? Are formatting (subheads, list, paragraphing) and visual (exhibits, tables, charts) elements used effectively? Or are these elements absent when they should be present? Is the appropriate citation style (if relevant) followed?
(c) Do the audiences prefer a direct or indirect structure, e.g., should the writer give her/his recommendation right up front as is typically desired in business writing or should he/she ease into it more gradually?
(a) What expectations do the audiences have about the appropriate language, structure, and form for the message? What style of writing do the audiences prefer in these situations? Are there any hot buttons or “red flag” words that may create an immediate negative response?
(b) Does the writing flow and have a rhythm? Is the writing making suitable syntactic choices (for example, active vs. passive voice)? Is the style (formal vs. informal) appropriate for task, objectives, and audience? Does the document conform to conventions for the particular genre and/or discipline?
Are there problems with standard American usage (grammar, punctuation, and mechanics)? Are there apparent lapses in proofreading? Do errors interfere with meaning or impact?
Date: September 25, 2014
To: Southern Life Employees
From: Simon Miller, Human Relations Manager
Subject: Compliance Improvement
Here at Southern Life, we strive to accommodate a safe work environment for our employees. Our company rules and guides are set up to keep the office environment professional and fair, though it seems there have been incidents of sexual harassment in the company and we would like to address that issue now. Southern Life’s harassment policy states that behavior that is sexually offensive in the workplace is prohibited. This includes unwarranted sexual advances and other offences that would interfere with an individual's work performance, or create an intimidating, hostile, or offensive work environment.
Southern Life has a no tolerance policy when it comes to any instances of sexual harassment. We should all look out for the people we work with and discourage such behavior to keep the environment safe and professional. Sexual harassment can be verbal as well as physical. Anyone who becomes a victim of sexual harassment in the workplace is advised to contact the appropriate higher staff member immediately. Our employees are valuable to us and we will not accept mistreatment of them amongst our staff. A peaceful, non-threatening workplace is safe and is something that we at Southern Life like to hold up to. The incidents of sexual harassment will be dealt with and we hope to prevent further mishaps from happening in the future. Here is a link for more information on sexual harassment:
http://www.eeoc.gov/eeoc/publications/fs-sex.cfm
Here at Southern Life, we must learn about he issues and learn from mistakes that certain people have made. These incidents are unacceptable and are an offense to both Southern Life employees and the Southern Life image. It is advisable that this letter be taken seriously. Attached is Southern Life’s complete sexual harassment policy. Read all of the policy so you can understand Southern Life’s position on this issue and become more aware about what we would expect the attitude of all Southern Life employees to be like. At Southern Life, a safe, neutral work environment is encouraged to make all employees feel comfortable. This letter will serve as a reminder to our employees of what our company stands for.
Thank you for your time
Sincerely,
Simon Miller, Human Relations manager
